Applications from Students who have a Previous Criminal Conviction

to submit information to the Deputy Admissions Team Leader within 5 workingdays. The letter will state that if the student does not meet the deadline, they willbe suspended from college until the information has been submitted. This willlead to automatic withdrawal from the course after three weeks.When the student has submitted the information about their criminal conviction,an risk assessment will be carried out by the Admissions Panel. Sometimesfurther information may also be requested from the Probation Service. A riskassessment will be carried out by the Admissions Panel, and a decision made asto whether the following options will be followed: The student will remain on course The student will be temporarily suspended whilst further information is beingsought. The student will be withdrawn from the course permanently.This decision will be made based upon the risk that the student may or may notpose to themselves, other people or college property.2.5 Storage and handling of Disclosure Information and other sensitivedocumentLoughborough College complies fully with the CRB Code of Practice and withits obligations under the Data Protection Act and other relevant legislationregarding the correct handling, use, storage, retention and disposal ofDisclosure information.Disclosure information is never kept on an applicant’s file and is kept separatelyand securely with access strictly controlled. Disclosure Information is onlypassed to those who are authorised to receive it in the course of their duties andis only used for the specific purpose for which it was requested. Once a decisionhas been made in respect of disclosure, (normally within six months) theinformation is destroyed by shredding and a record confirming that asatisfactory disclosure has been received is kept on the college documentmanagement system, accessible to Student Services and Support Manager,Inclusion Officer, and Executive..The same principles and procedures will apply to correspondence anddocuments relating to convictions, including notes of panel meetings. If theapplicant does not become a student at Loughborough College, then the recordsrelating to the application will be destroyed by shredding at the end of theacademic year for which the application was made. If the applicant does becomea student at Loughborough College, then records relating to the application willbe destroyed by shredding a year after the end of the course, unless the studenthas progressed unto another Loughborough College course.A Record of panel meetings, outcomes and letters will be scanned onto thecollege document management system only accessible to the AdmissionsDeputy Team leader and Student Services and Support Manager, InclusionOfficer and Executive.2.6 Complaints and Challenges to DecisionsLoughborough College undertakes to handle applications in a fair, consistent,timely and accurate manner. However, the college recognises that occasionallyan applicant may wish to indicate concerns regarding the service she or he hasDisclosure of Criminal Conviction ProcedureStudent Services Manager September 2012, due for review January 2014 Page 4 of 6